Cruise Shipboard Property Management System...Below is the System Parameter used in the Time and Attendance module, and they accessible from Administration module or Time and Attendance

Oracle® Hospitality Cruise Shipboard Property Management System

Time and Attendance User Guide Release 8.0

E97061-01

October 2018

2

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3 Contents

Contents

Tables ....................................................................................................................................... 5

Figures ...................................................................................................................................... 6

Preface ...................................................................................................................................... 8

Audience ............................................................................................................................ 8

Customer Support ............................................................................................................. 8

Documentation .................................................................................................................. 8

Revision History ................................................................................................................ 8

1 SPMS Parameters ............................................................................................................... 9

PAR_GROUP Time Attendance ....................................................................................... 9

2 User Access Rights ........................................................................................................... 13

3 Configuring Time & Attendance ................................................................................... 14

3.1. Accessing the Configuration Menu .................................................................... 14

3.2. Setting up Message Broadcast ............................................................................. 14

3.3. Setting up Roster Task Setup............................................................................... 15

3.4. Setting up Location Setup.................................................................................... 16

3.5. Setting Up a Terminal .......................................................................................... 17

3.6. Setting up Off Day Reasons ................................................................................. 17

3.7. Setting up Parameters .......................................................................................... 18

3.8. Setting up ILO Non-Compliant Reasons ............................................................ 19

3.9. Export & Import Templates................................................................................. 19

4 Setting up Roster Template ............................................................................................ 20

4.1. Rostering Template and Scheduling ................................................................... 20

Schedule Templates .................................................................................................. 20

Schedule Maintenance Templates ........................................................................... 22

Schedule Activation - Template ............................................................................... 25

Scheduled .................................................................................................................. 26

Non-Scheduled ......................................................................................................... 27

4.2. Team Assignments to Crew ................................................................................ 27

Schedule Validation.................................................................................................. 28

5 Roster Daily ...................................................................................................................... 30

5.1. Time Approval Method ....................................................................................... 30

Daily Overview ......................................................................................................... 30

Schedule Overview................................................................................................... 34

Monthly Overview ................................................................................................... 37

Function Changes ..................................................................................................... 38

Reset Pincode ............................................................................................................ 38

4 Contents

5.2. Clock-In/Clock Out Method ............................................................................... 39

Daily Overview ......................................................................................................... 39

Approving/Disapproving Crew Daily Roster ....................................................... 40

Editing Clock-In/Out Time ..................................................................................... 42

Editing ILO Violations ............................................................................................. 43

View Changes Required ........................................................................................... 44

Reset Pincode ............................................................................................................ 44

Batch Clock-In/Out ......................................................................................................... 44

Manual Clock In/Clock Out ........................................................................................... 46

6 Crew Overview ................................................................................................................ 47

6.1. Time Approval Method ....................................................................................... 47

Crew Members.......................................................................................................... 47

Roster Schedule ........................................................................................................ 47

6.2. Clock In/Out Method .......................................................................................... 52

Crew Members.......................................................................................................... 52

Roster Schedule ........................................................................................................ 53

7 Find Resources ................................................................................................................. 54

8 Time Zone Change........................................................................................................... 55

9 OHC TimeAttendanceCalc ............................................................................................. 57

Tables 5

Tables

Table 1-1 – Parameter Group Time Attendance ..................................................................... 9 Table 3-1 - Roster Task Field Description ............................................................................. 15 Table 5-1 - Summary of Worked Hours ................................................................................ 30 Table 6-1 - Roster Schedule Field Description ...................................................................... 48

Figures 6

Figures

Figure 2-1 - User Security - Operational Position link ......................................................... 13 Figure 3-1 - T&A Configuration ............................................................................................ 14 Figure 3-2 - Add Roster Task ................................................................................................. 15 Figure 3-3 - Location Setup .................................................................................................... 16 Figure 3-4 - Add Terminal ..................................................................................................... 17 Figure 3-5 - Off Day Reasons ................................................................................................. 18 Figure 3-6 - T&A Parameters ................................................................................................. 18 Figure 3-7 - Export/Import Templates ................................................................................. 19 Figure 4-1 - Schedule Template ............................................................................................. 20 Figure 4-2 - Copying Schedule Template ............................................................................. 21 Figure 4-3 - Cruise Day Sub-Location ................................................................................... 21 Figure 4-4 - Schedule Maintenance - Template .................................................................... 23 Figure 4-5 - Sample Roster Task ............................................................................................ 23 Figure 4-6 - Time Slot Entry ................................................................................................... 24 Figure 4-7 - Copy Position Time Slots ................................................................................... 25 Figure 4-8 - Schedule Activation Template .......................................................................... 25 Figure 4-9 - Roster Template Scheduled Section .................................................................. 27 Figure 4-10 - Team Assignment............................................................................................. 28 Figure 4-11 - Schedule Validation by Date ........................................................................... 29 Figure 4-12 - Schedule Validation for Expected Crew ......................................................... 29 Figure 5-1 - Daily Overview Time Approval Method ......................................................... 30 Figure 5-2 - Roster Daily Schedule window ......................................................................... 32 Figure 5-3 - ILO Violation ...................................................................................................... 33 Figure 5-4 - Schedule Overview graph in Date View .......................................................... 35 Figure 5-5 - Schedule Overview graph grouped by crew, filter by work week ................. 35 Figure 5-6 - Monthly Overview ............................................................................................. 37 Figure 5-7 - Show Actual Hours ............................................................................................ 38 Figure 5-8 - List of Function Change ..................................................................................... 38 Figure 5-9 - Roster Daily - Clock In/Out Overview............................................................. 39 Figure 5-10 - Crew Schedule Approval ................................................................................. 40 Figure 5-11 – Schedule change by Manager Notification .................................................... 41 Figure 5-12 - Approval Notification without Crew's Approval .......................................... 42 Figure 5-13 - Non ILO Compliant Reason ............................................................................ 42 Figure 5-14 - Zero Hours Recorded Reason.......................................................................... 42 Figure 5-15 - Actual Clock-In/Out Transaction window .................................................... 43 Figure 5-16 - Editing ILO Violation ....................................................................................... 43 Figure 5-17 - View Clock-In/Out .......................................................................................... 44 Figure 5-18 - Batch Clock-in/Out Function .......................................................................... 44 Figure 5-19 - Batch Clock-In/Out .......................................................................................... 45 Figure 6-1 - Crew Overview in Time Approval Method ..................................................... 47 Figure 6-2 - Roster Schedule in Time Approval Method ..................................................... 48 Figure 6-3 - Crew Messages ................................................................................................... 49 Figure 6-4 - New Crew Message ........................................................................................... 50 Figure 6-5 - New Broadcast Message .................................................................................... 50

Figures 7

Figure 6-6 - Broadcast Message Criteria Selection ............................................................... 51 Figure 6-7 - Message Recall window .................................................................................... 52 Figure 6-8 - Crew Overview in Clock-In/Out Method ........................................................ 52 Figure 6-9 - Roster Schedule in Clock-In/Out Method........................................................ 53 Figure 7-1 - Find Resources ................................................................................................... 54 Figure 8-1 - Time Zone Change ............................................................................................. 55 Figure 8-2 - Recalculated Daily Hours in Time Zone Change for Schedule Mode ............ 56

8 Preface

Preface

The Time and Attendance (T&A) is a rostering module that allows shift supervisors to

prepare the crew the weekly work schedule by location and type of work.

Audience This document is intended for application specialist and users of Oracle Hospitality

Cruise Shipboard Property Management System (SPMS).

Customer Support To contact Oracle Customer Support, access My Oracle Support at the following URL:

https://support.oracle.com

When contacting Customer Support, please provide the following:

Product version and program/module name

Functional and technical description of the problem (include business impact)

Detailed step-by-step instructions to re-create

Exact error message received and any associated log files

Screen shots of each step you take

Documentation Oracle Hospitality product documentation is available on the Oracle Help Center at http://docs.oracle.com/en/industries/hospitality/

Revision History

Date Description of Change

October 2018 Initial publication

https://support.oracle.com/

http://docs.oracle.com/en/industries/hospitality/

SPMS Parameters 9

1 SPMS Parameters

Below is the System Parameter used in the Time and Attendance module, and they

accessible from Administration module or Time and Attendance module,

Configuration, Parameters.

PAR_GROUP Time Attendance

Table 1-1 – Parameter Group Time Attendance

Parameter Name Value Description

Approval Frequency <day> Every X number of days which the crew

must approve their worked hours.

Approve Daily Worked

Hours Clock-In/Out

<0,1> Allow crew to approve their daily worked

hours for clock-in/out

Approve Weekly Hours Used on T&A Terminal.

1=Show screen View My Weekly Hours,

0=Hide

Auto Adjust Time Slots

on Terminal

Auto adjust overlapping time slots when

crew add/edit their time

Auto Log-out After x

Mins of Inactivity

Number of minutes to wait for before auto

log-out and exit to the main log-in menu

when there is no activity on the Time

Attendance Terminal. Specify the PAR value

in number of minutes

Crew Daily Work Time

Approval For Clock

In/Out

Daily cut-off time to show to crew his daily

approval hours on the terminal

Daily Work Time

Approval

Denotes the time (in 24 hrs. format) that

crewmembers must approve their total

worked hours daily.

Display Date Time on

Terminal

Option to display date time on terminal. Do

not enable this option if the terminal

hardware is slow. The Timer utilize the

terminal resources to display the date time

and may impact the performance.

Display Messages X

days old at Terminal

Show only Messages X days old at Terminal.

If value = 10, then terminal will only display

messages dated from the previous 10 days.

10 SPMS Parameters


Display Previous X days

Clock-In/Out at terminal

Show only Previous X days Clock-In/Clock-

Out activities in Manual Clock-In/Out

screen. If Par value is 3, then the system will

show previous 3 days activities in Manual

Clock In/Out

Enable Batch

ClockIn/Out

0-do not allow batch clock in/out, 1 – allow

to post to future only, 2 – allow to post to

past and future.

Enable Manual Clock

In/Out

Allow crew to access the Manual Clock-

Clock-In/Out button at T&A Terminal

Enable More Info Allow crew to view the more info button on

the terminal

Enable View My

Account

Allow crew to view their account overview

on the terminal

Enable View My

Messages

Allow crew to view their messages on the

terminal

Enable View My

Schedule

Allow crew to view their schedule on the

terminal

Filter Crew by Payment

Type and Contract Type

Allow manager to filter crew by payment

type on the Broadcast Message screen

First Day of Week First day of weekly schedule.

1=Sunday,2=Monday,3=Tuesday,

4=Wednesday,5=Thursday,6=Friday,

7=Saturday

Grace Period After

Clock-In

Number of minutes for grace period after

clock-in.

Grace Period After

Clock-Out

Number of minutes for grace period after

clock-out.

Grace Period Before

Clock-In

Number of minutes for grace period before

clock-in.

Grace Period Before

Clock-Out

Number of minutes for grace period before

clock-out.

IFC Time

AttendanceCalc process

every X minutes

Every X Minutes the interface calculates the

total worked/rest hours

SPMS Parameters 11


ILO Maximum Work

Hours in 24-hour period

Specify the maximum number of hours that

a crew member can work in a 24-hour

period as governed by the International

Labour Organization (ILO).

ILO Maximum Work

Hours in 7-day period

Specify the maximum number of hours that

a crew member can work in a 7-day period

as governed by ILO.

ILO Minimum Block

Rest Hours in 24-hour

period

Specify the minimum block (number of

hours) that a crew member must rest in a 24-

hour period as governed by ILO.

ILO Minimum Rest

Hours in 24-hour period

Specify the minimum number of hours that

a crew member must rest in a 24-hour period

as governed by ILO.

ILO Minimum Rest

Hours in 7-day period

Specify the minimum number of hours that

a crew member must rest in a 7-day period

as governed by ILO.

Internal Browser

Parameters

Webpage and set of the parameter passed to

the browser for time attendance terminal

Minutes Round Up Clock-in/out are rounded at x-minutes

before and after each quarter hour (00, 15, 30,

45). The system does this internally for the

purpose of calculating the number of hours

to be paid.

Past X Days Crew Can

Request Approval

Change

<0 to 7> Past number of days that crew can access to

change his schedule approval.

Restrict Login to

Terminals

Crew can only login to certain terminal

based on the set up of terminals

Schedule Validation

Exception Positions

Value of OPO_ID separated by commas or

leave it empty

Use Alphanumeric

Keyboard

1=Use alphanumeric keyboard on the

terminal, 0=Use numeric keyboard

Use Clock-In/ Clock-Out 1=Use clock-in/clock-out method, 0=Use

time approval method.

Use Signature Capture 1=Use signature capture, 0=Signature

capture not used.

12 SPMS Parameters


View Current Weekly

Hours Clock-In/Out

Allow crew to view their current week

worked hours for clock-in/out

View Daily Hours

Clock-In/Out

Allow crew to view their daily worked

hours for clock-in/out

View Invoice by Voyage Display crew invoice by voyage on the

terminal

View Upcoming Drills Show upcoming drills on terminal

User Access Rights 13

2 User Access Rights

All users who access the Time and Attendance module must have an Operational

Position linked to their login. This is to determine the location owner the staff belongs to

and to ease information retrieval within the program.

1. Login to User Security module.

2. At the User Details, Various section, select the Operational Position from the drop-

down list.

Figure 2-1 - User Security - Operational Position link

3. Click Apply to save.

14 Configuring Time & Attendance


The program requires basic configurations such as Message Broadcast, Roster Task

Setup, Location, Terminal, Off Day Reasons, and International Labor Organization (ILO)

Non-Compliant Reasons to be configured. Below are the steps to setup the necessary

codes.

3.1. Accessing the Configuration Menu 1. Login to T&A module.

2. At the Home tab, select Configuration from the ribbon bar.

3. The type of setup available to T&A module is listed on the left panel of the

configuration page. Navigate to Edit tab and select to code to configure.

Figure 3-1 - T&A Configuration

3.2. Setting up Message Broadcast 1. At Configuration page, select Message Broadcast Setup from the left panel.

2. Select Add from Edit tab to open a new broadcast setup form.

3. Insert the Preset Message Code, Subject and Content in the respective field.

4. Click Save to save the form.

5. To edit the code, double-click the preset code or click Edit from the ribbon bar, then

click Save to save the changes.

Configuring Time & Attendance 15

3.3. Setting up Roster Task Setup The program is deployed with five system hardcoded roster task and these tasks cannot

be deleted. The task is:

OD: On Duty

ODS: On Shoreside Duties

SD: Safety Drill

SL: Sick/Injured

TR: Training

1. Select Roster Task Setup from the Configuration page.

2. Select Add to open the Add Roster Task form.

3. Insert the Code, Name, Description and select the Color code from the drop-down

list.

4. Check the applicable check boxes and then click Save to save the form.

Figure 3-2 - Add Roster Task

Table 3-1 - Roster Task Field Description

Field name Description

Color Code Representation of task in Schedule or Monthly

Overview screen.

Include into Working Hours Takes into account the over time (OT) work hours

and hours work (ILO) when calculating the total

work hours.


Field name Description

Premium Define the work hour as premium paid hours. The

hourly premium work rate is set up in the Payroll

module, Maintenance, Interfaced Paycodes.

Premium roster task is accountable in Service

Charge calculation and it deducts from total pools

before distributing the pool to all entitled crews.

Allow Offboard The crew assigned to this roster task is allowed to

go ashore. Otherwise, they are flag as Shore

Denied.

Display on Terminal The task is displayed in T&A Terminal and

available for crew scheduling.

Enabled By default, the newly added task is active.

3.4. Setting up Location Setup The Location Setup page populates the location configured in Administration,

Operational Division Setup and adding/editing is not permissible. However, this

function permits you to assign an owner(s) to the specific location or add a sub-location.

The Team Configuration section allows you to assign a crew to a different team.

Figure 3-3 - Location Setup


1. From the Configuration page, select the Location Setup.

2. Select the location to edit by double-clicking or click Edit at the ribbon bar.

3. At the Location Setup form, select the owner(s) by placing a check mark at the

respective check boxes. Use the Search Text field to search for the specific owner or

the mouse to scroll through the list.

4. At the Sub Locations section, click Add.

5. Enter the Sub Location code, Name and Description.

6. Check the Deck check box and select the Deck code, if any.

7. Select the Owners and click Save to save the sub-location.

8. Click Save to save and close the Location Setup form.

3.5. Setting Up a Terminal

Figure 3-4 - Add Terminal

1. At the Configuration page, select the Terminal Setup from the left panel.

2. Select Add from Edit tab to open an Add Terminal form.

3. Insert the Code, Name, Description, PC Name and check the Location check box to

select the Location from the drop-down list.

4. Click Save to save the form.

3.6. Setting up Off Day Reasons The Off Day reason is used by either crew or manager to approve zero hours worked,

and these are performed by the crew at the terminal.


Figure 3-5 - Off Day Reasons

1. At the Configuration page, select the Off Day Reasons from the left panel.

2. Select Add from Edit tab to open an Off Day Reasons form.

3. Enter the Reason Code, Description and Long Description, and then click Save.

3.7. Setting up Parameters The T&A function is controlled by a set of parameters. Enabling or setting these

parameters changes the behavior of the module. Please proceed with caution. See Table

1-1 – Parameter Group Time Attendance for detail description of the Parameter.

Figure 3-6 - T&A Parameters

To edit the parameter, double-click the Parameter name and enter the required value in

the Value field.


3.8. Setting up ILO Non-Compliant Reasons The ILO Non-Compliant Reasons is used when approving crew schedules that violate

the ILO Compliance. The setup is the same as Off Day Reasons.

3.9. Export & Import Templates The Export and Import Templates function allow the ship operator to copy the

Templates, Parameters, User Security Settings and Multiple Templates from on ship to

another. The file format supported by these functions is XML. During import, the

database will be overwritten. Please proceed with caution.

Figure 3-7 - Export/Import Templates

20 Setting up Roster Template


The Roster Setup is comprised of Schedule Templates, Activation, Maintenance, Location

and Non-Scheduled. The function is segmented into three parts; Team Assignments to

Crew, Roster Template and Scheduling, and Schedule Validation. This function is

accessed by clicking the Roster Setup at the ribbon bar.

4.1. Rostering Template and Scheduling Before scheduling a crew to a task and for ease of future scheduling, create a schedule

template for each sub-location.

Schedule Templates

Figure 4-1 - Schedule Template

1. At the left panel of Roster Setup window, select Roster Template & Scheduling.

2. In the Schedule Templates section, select the Main Location from the drop-down

list.

3. Click Add to open the Schedule Template form.

4. At the Schedule section, insert the Code, Name and Description.

5. At the Template section, click the blank space under the header to add the schedule

cruise day by inserting the Code, Name and Comments, and then click Save to

create the cruise type and days.

6. To edit the cruise day/type, select the line item and then click the Edit button.

Setting up Roster Template 21

Copying Cruise Type for a Sub-Location

Figure 4-2 - Copying Schedule Template

1. Select the Cruise Type to copy and then click the Copy button.

2. At the Schedule – Copy To window, select the destination Sub-Location, Code and

Name from the drop-down list.

3. Click Save to complete the process.

Copying Cruise Day for a Sub-Location

1. Select the Cruise day to copy and then click the Copy button.

2. At the Template – Copy To window, select the Sub-Location and Schedule from the

drop-down list.

3. Under the Create New Template tab, enter the Code, Name and Comments then

click Save. The new template will be copied over to the same Sub Location.

Figure 4-3 - Cruise Day Sub-Location


Overwrite Template within the same schedule

1. Select the Cruise day to copy and then click the Copy button.

2. At the Template – Copy To window, select the Sub-Location and Schedule from the

drop-down list.

3. Navigate to Overwrite Template tab, select an existing cruise day to overwrite and

then click Save.

Schedule Maintenance Templates

1. Select a cruise day from Schedule Templates, then click the Add/Edit Position

button.

2. In the Schedule Maintenance window, select the Position and then the Slot from the

drop-down list, and Team, if any. Alternatively, you may add the slot by selecting

the Position at the bottom of the screen, then insert the required slot, by clicking Add

Slot and then click Save.

The Slot number is unique for each position and there are a total of 26 available slots.

3. Click Save and then Close to exit.

4. Each of the crew members should have an individual slot for the position. For

example, the position of Assistant Cook requires 10 crew members to be on duty,

then 10 slots must be created for this position.

5. Click the Save button in Schedule Maintenance window to assign the position(s) for

the cruise day. The defined positions will populate in the grid as shown in Figure 4-4

- Schedule Maintenance - Template.


Figure 4-4 - Schedule Maintenance - Template

Deleting Position from Cruise Day

1. Select the time slot grid of the position to delete and then click Delete Position.

2. At the warning message prompt message "Are you sure you want to delete the selected

position", click Yes to proceed or No to return to the previous screen.

3. Alternately, click the Add/ Edit Position button and select the row of the position to

delete, then press Delete key on the keyboard.

Creating Time Slots for Position

1. In the Schedule Maintenance – Templates grid, highlight the required time slots for

the position, then right-click to bring up the options. Alternatively, double-click on

the grid to open the Time Slot window.

Figure 4-5 - Sample Roster Task

2. Select a roster task and then define the Start/ End Time.


Figure 4-6 - Time Slot Entry

3. Click the OK button to save the time slot. The time slots saved are reflected in the grid.

Deleting Position Time Slots

1. Select the time slot of the position from the grid, right-click and select Delete or press

the Delete key on the keyboard.

2. To delete all time slots, right-click on an empty area of the time slot grid to open the

Roster Task Options and select Delete All Time Slots.

Copying Position Time Slots

1. Click the Copy Position Time Slots from the Schedule Maintenance –Templates

window.


Figure 4-7 - Copy Position Time Slots

2. Select the position to copy from the left panel of Copy Position Time Slots, then check

the checkbox on the right panel.

3. Click Save to copy the time slots.

Schedule Activation - Template

The Schedule Activation enables you to assign a schedule template to any day listed for

the selected the month.

Figure 4-8 - Schedule Activation Template

Creating Schedules by Cruise Type

1. Select the Cruise type from the Schedule Template section.

2. Select the start date from Schedule Activation – Template and then click Create

Schedule. For example, the cruise type has 8 cruise days and by selecting 01 April


2017 as a start date for the schedules, it then creates 01 April 2017 as cruise day 1, 02

April 2017 as cruise day 2, 03 April 2017 as cruise day 3 and so on.

3. At the confirmation prompt, read the statement before proceeding. Clicking Yes will

remove the existing schedule from the date(s). The list of the crew with schedules is

listed under Scheduled section. The Crew Schedule creates the checked-in status by

crew first, sorted by name, and then followed by the crew with expected status.

Creating Schedule by Cruise Day

1. At the Schedule Activation – Template section, select the date and click Create

Schedule.

2. Click Yes to create the cruise day schedule. Once the schedule is created, a list of

crew created with the schedules is listed in the Scheduled section.

Scheduled

The Scheduled section lists the crew names created with the schedules, according to the

selected date and sub-location, with the slot number of the assigned schedule templates

shown in the Slot column.


Figure 4-9 - Roster Template Scheduled Section

Selecting a crew and clicking the Delete crew from Schedule removes the crew schedule

from the selected date and sub-location, and places the crew under NON-SCHEDULED

section. Crew scheduled on a different sub-location of the selected date will not be shown

here but in NON-SCHEDULED section instead.

Non-Scheduled

The Non-Scheduled section houses crew that are yet to be scheduled.

1. Select a crew name and click the Add Crew to Schedule to add the crew to the

selected date and sub-location.

2. At the Selection prompt, select the Position and Slot from the drop-down list. The

position time and crew's position must match the selection in order to create the

schedule successfully.

Scheduling multiple crews are allowed provided the position time slot and position

are the same.

3. Click OK to continue. Crew schedule created manually carries a “0” time slot.

4.2. Team Assignments to Crew Once the positions are defined in the roster templates, crew names that match the

defined position are listed in the Team Assignments to Crew screen.


Figure 4-10 - Team Assignment

In the team assignments, it is necessary to assign crew to a team if there are more than

one team working at the same location.

1. On the left pane of Roster Setup screen, select the Team Assignments to Crew.

2. At the Team Assignment screen, select a Sub-Location or leave as default.

3. Under the crew name, click the Assign Team To Crew drop-down list to select a

team. There are a total of 26 teams available for assignment.

4. Click the Save button to save the team assignments. Do note that only Crew that has

team assignment can create a schedule from a template defined within the same

team.

Schedule Validation

The Schedule Validation has two tabs;

Schedule Validation by Date: Displays lists of both schedule/unschedule tasks

by Date and Main Location.

Schedule Validation for Expected Crew: Displays list of the expected crew with

schedule assignment by Main Location.

To validate the schedule,

1. On the left pane of Roster Setup screen, select Schedule Validation.

2. Select the respective tab; Schedule Validation by Date or Schedule Validation for

Expected Crew

3. In the Schedule Validation by Date tab, choose the options from the drop-down list

and then click Search to display the list of crew matching the selection.


Figure 4-11 - Schedule Validation by Date

Figure 4-12 - Schedule Validation for Expected Crew

30 Roster Daily

5 Roster Daily

The Roster Daily provides an overview of a daily, weekly and monthly roster, ILO

Violations and Summary of Worked Hours Functions. The features within the Roster

Daily may vary depending on the mode set in Parameter, Use Clock-In/Clock-Out.

0=Time Approval Method

1= Clock-In/Out Method

2 = Combination of Time Approval and Clock In/Out Method

5.1. Time Approval Method

Daily Overview

Figure 5-1 - Daily Overview Time Approval Method

Below is the description of the fields in Crew Members and Summary Worked Hours

section.

Table 5-1 - Summary of Worked Hours

Fields Definitions

Name Crew’s name

Ext ID Crew identification number linked to an external system.

Position Crew Operational Position

Team Crew’s assigned team

Roster Daily 31

Fields Definitions

Status Embarkation Status

Hrs Worked (ILO) Actual hours worked. It sums up all worked hours regardless of

work codes. The column is highlighted in red for Time Approval

mode and the text is in red for Clock-In/Out mode when the total

worked hours exceeds the value set in Parameter, “Time

Attendance”, “ILO Maximum Work Hours in 24-hour period” .

Hrs Worked (OT) Actual hours worked. It sums up all work codes flagged with

“Include into Working Hours”. The total hours worked is used to

calculate the Overtime against the contracted hours.

Hrs Scheduled Hours scheduled by Manager. Sums up all hours regardless of

work codes.

Variance Differences between Hrs Worked (ILO) input by Crew at Time &

Attendance Terminal and Hrs Scheduled by Manager, and only

shown in Time Approval mode.

RH Blk1 Scheduled largest rest hours block

RH Blk2 The second largest rest hours block in Time Approval mode.

Contracted Contracted hours prior to overtime calculation in Time Approval

mode.

Paid An indicator of whether worked hours is paid in Payroll in Time

Approval mode.

Crew Approved Schedule approved by Crew at T&A Terminal

Mgr Approved Schedule approved by Manager

Non-Compliant

Reason

Non-compliant schedule reason approves by Manager.

Off Day Reason Reason entered by the crew at T&A Terminal when approving

zero hours worked or when Manager approves crew zero hours

scheduled.

Last Scheduled Date of last scheduled in Time Approval mode.

Below are the formulas to calculate the rest hours in two difference scenarios.

If there is no schedule on the previous day, the system calculates the rest hour from

today’s first start time and ends at the same start time the following day, for a period

of 24 hours. For example,

Time Slot 1 Start Time at 06:00 hours. The system calculates rest hours from today

06:00 to the following day at 06:00.

2(10:00 - 12:00) + 3.5(14:00 - 17:30) + 7.5(22:30 - 06:00) = 13.

32 Roster Daily

RH Blk 1 = 7.50, RH Blk 2 = 3.50, Total RH = 13

If there is a schedule on previous day, the system calculates the rest hour from

previous day last end time and ends at the same end time today, for a period of

period 24 hours. For example,

Time Slot 3 End Time at 22:30 hours. The system calculates rest hours from previous

day 22:30 to today’s 22:30.

7.5 (22:30 - 06:00) + 2 (10:00 - 12:00) + 3.5 (14:00 - 17:30) = 13.

RH Blk 1 = 7.50, RH Blk 2 = 3.50, Total RH = 13

To view the start/end time of each Time slots,

1. Select the date from the Calendar Editor, in Roster Daily.

2. Navigate to the Daily Overview tab and double-click the crew name to open the

Roster Daily Schedule window.

Figure 5-2 - Roster Daily Schedule window

Roster Daily 33

ILO Compliance

In the ILO Compliance section, when the daily worked/rest hours violates the ILO

Regulation, the system automatically highlight the violation column in red. The hours

shown in Worked Hours (WH) and Rest Hours (RH) is an accumulation of the daily

worked/rest hour.

Selecting a crew from the grid will display the total WH and RH for seven-day period in

the ILO Compliance section.

Figure 5-3 - ILO Violation

Modifying Roster Daily Schedule

A roster schedule created from the template may be modified by removing or adding

new time slots. Modification or deletion of the schedule is not allowed if the Roster has

been paid through payroll. This function is only accessible by users with User Security

Access rights “#3292 – Allow to Create & Modify Roster Schedule”.

In the Roster Daily Schedule screen, check the time slot checkbox and define the roster

task, start/ end time and sub location for it and click the Save button. See Figure 5-2 -

Roster Daily Schedule window.

Copying a Roster

1. In the Roster Daily window, select the date from the calendar editor.

2. At the Daily Overview tab, select the crew record from the grid.

3. At the Menu option, click the Schedule tab and then click the Copy & Paste button

to copy the schedules onto other dates.

4. At the confirmation prompt, read the message prompt and then click Yes to proceed

or No to return to the previous screen.

5. The system prompts a calendar editor when you select Yes at the confirmation

prompt. Select the date to paste the copied schedule.

34 Roster Daily

6. Click OK to complete the process.

Removing Roster Daily Schedule

If a schedule is no longer required, it can be deleted from the Roster Daily Schedule.

1. From Daily Overview screen, double-click the crew schedule to open the Roster

Daily Schedule screen, and then deselect the Timeslot checkbox to remove the time

slot(s).

2. Alternatively, click the Delete button under Edit tab from the Menu option to

remove schedule for the day.

Schedule Overview

The Schedule Overview displays the crew schedules in a graph view, based on the

following available options and as shown in below figures.

Group by

Date: Displays schedule by date

Crew Member: Displays schedule by Crew Member

Crew Members Per Page

Displays schedule with the number of members defined.

View:

Day View: Displays schedule by day

Work Week: Displays schedule by the work week

Week: Displays schedule by week

Month: Displays schedule by month

Timeline:

Time Scale

Displays the hour in 15 or 30 minutes block.

Roster Daily 35

Figure 5-4 - Schedule Overview graph in Date View

Figure 5-5 - Schedule Overview graph grouped by crew, filter by work week

Creating a Roster Schedule in Schedule Overview tab

A schedule can be added into the Schedule Overview tab using the drag and drop option

or from a context menu.

Adding schedule with drag and drop option

1. Under the crew name, select the time slot from the grid and then right-click to bring

up the context menu.

36 Roster Daily

2. Select the task from the context menu to add the schedule. This creates the bar graph

in the Overview tab.

Adding schedule using Time Slot

1. At the hour grid of the crew name, double-click to open the Time Slot window.

2. Select the Roster Task, Sub-Location from the drop-down list and insert a comment,

if any.

3. Select the Start and End Time for the task.

4. Click OK to save. The system prompts:

An ILO Violation if the schedule hours is more than the allowed ILO hours per

day.

An Overlapping of Time Slots warning if the schedule is overlapping with others.

Modifying a Roster Schedule

1. At the Schedule Overview screen, double-click on the selected time slot.

2. Modify the necessary information and then click OK to save.

3. You may also select the time slot and then drag the end/start time to extend or

shorten the schedule or move the entire time slot to a different start/end time.

Roster Daily 37

Removing a Roster schedule

To delete an individual time slot, right-click the time and then select Delete from the

options menu.

To delete all time slots, right-click on the schedule and select Delete All Time Slots

from the options menu.

Monthly Overview

The Monthly Overview screen provides an overview of the crew monthly schedule.

Figure 5-6 - Monthly Overview

1. From the Roster Daily, select the month to view from the Calendar Editor.

2. At the Daily Overview tab, select a crew and then navigate to the Monthly

Overview tab to view the selected crew monthly schedule.

3. To view another crew for the same month, select the name from the drop-down list

on the right panel of the screen. Only one crew can be selected at any given time.

4. In the Monthly Overview tab, the same function as the Schedule Overview applies

where you are allowed to add, modify, remove or paste a roster schedule.

If the Parameter “Time Attendance”, “Use Clock-In/ Clock-Out” is enabled, the View

Clock-In/ Out menu button and Show Actual Hours checkbox will enable.

38 Roster Daily

Checking the Show Actual hours checkbox will show the crew actual clock-in/ clock-out

hours on the grid. The actual hours will be displayed in grey color for each time slot.

Figure 5-7 - Show Actual Hours

Function Changes

The Function Changes feature is an information page that lists all the position change

that has taken place and the date is was changed. The fields are not editable.

Figure 5-8 - List of Function Change

Reset Pincode

The Reset Pincode allow the manager to reset the crew pin code without login to the

Crew module. The manager must be have user access rights #4662 – Reset Pincode

granted.

When resetting a pincode:

Only one pincode is allowed to be reset at a time.

Roster Daily 39

The pin code is updated to Null in RES_PIN_CODE or RES_PIN_ENCRYPTED

based on parameter “Pin Code Encryption” and prompts the crew to input a new

pincode at login.

To reset a pincode, select the crew from the Crew Overview and then click Reset

PinCode at the ribbon bar.

5.2. Clock-In/Clock Out Method This feature tracks the Crew Work Hours in accordance with ILO requirements. The

function would require crew members to clock in when their shift begins and clock out

when going off for a break or finishing for the day.

Daily Overview

Figure 5-9 - Roster Daily - Clock In/Out Overview

The Daily Overview screen is subdivided into multiple sections and they are:

Calendar: Dates marked in red denotes dates with roster schedules created.

Overview Tab: Lists all crew members that has schedule on the selected date.

Clock-In/Out Time: Clock-In/Out time recorded by the system.

ILO Violations: Violations of work hours if any. Refer to Legend indicators

for type of violations.

Summary of Worked Hours: A weekly summary of hours worked or rested.

40 Roster Daily

Viewing of Crew Schedule

1. Select the date using the Calendar editor and the Sub-Location from the drop-down

list.

2. Click Search to refresh the screen.

3. At the Crew Member section, a list of crew matching the search criterion is shown.

4. Select a Crew name and click Calculate Hours refreshes the information shown on

screen.

a. At the Clock-In/Out Time section, the time logged for each task is shown.

b. In the Summary Worked Hours section, the past week hours worked/rested

is shown.

c. If the crew work hours violates the ILO Compliance, a note is added to ILO

Violations section.

See Table 5-1 - Summary of Worked Hours for descriptions of the fields in Crew

Members and Summary Worked Hours section.

Approving/Disapproving Crew Daily Roster

It is the crew responsibility to approve their daily schedule at the T&A Terminal before

the manager approves and submit to Payroll for calculation. At the point of the

manager’s approval, the system checks the following and;

Allow approval of crew schedule for past dates or a day before yesterday’s date.

Only allow to approve yesterday’s schedule if the past value is defined in

Parameter, Time Attendance, Daily Work Time Approval or schedule is

approved by the crew.

Prohibits approval for today or future crew schedules.

Figure 5-10 - Crew Schedule Approval

Roster Daily 41

1. At the Roster Daily screen, navigate to the Schedule tab.

2. Select the date to approve using the calendar editor and click Search.

3. At the Crew Members section, select the crew name. Multiple selections is allowed.

4. Click Approve or Approve All (for multiple selections) at the ribbon bar.

5. At the confirmation prompt, select Yes to proceed.

6. Once approved, a check mark is placed under the Mgr Approved column. A check

mark under Crew Approved column denotes the schedule is approved by the crew.

7. Clicking the Unapprove or Unapprove All (for multiple selections) will reverse the

approval.

Below processes takes place during approval:

The system generates a notification message informing the crew of the schedule

approval/unapproval.

If the schedule is approved by the crew and changed by the Manager, the crew is

notified with a system generated message, indicating the reason for the change.

Figure 5-11 – Schedule change by Manager Notification

When the manager approves a schedule yet to be approved by the crew, the

system generates a warning message, notifying the crew of the change.

42 Roster Daily

Figure 5-12 - Approval Notification without Crew's Approval

When approving a non-compliant schedule, the system prompts for Non-ILO

Compliant Reason to be entered.

Figure 5-13 - Non ILO Compliant Reason

If the approval is for a Zero Hours and yet approve by the crew, the system

prompts for a Zero Hours Recorded reason to be entered. This also applies to

schedule change from worked hours to zero hours that has been approved by

crew and manager.

Figure 5-14 - Zero Hours Recorded Reason

Editing Clock-In/Out Time

The system permits you to edit the clock-in/out time, if needed.

Roster Daily 43

Figure 5-15 - Actual Clock-In/Out Transaction window

1. Navigate to Schedule tab and click the View Clock-In/Out button at the ribbon bar.

2. At the Actual Clock-In/Out Transactions window, select a record to edit.

3. Click the Edit Record button and alter the necessary details and then click Save.

4. Similarly, you may click Add Record to insert a new clock-in/out record. The

"Entered by" column is empty if the record is added/ edited by the crew himself.

Otherwise it will display the user name.

5. Clicking the Delete Record prompts a confirmation window. Click Yes to proceed or

No to return to previous screen.

See also chapter Manual Clock In/Clock Out on how to manually add a record.

Editing ILO Violations

The editing of ILO Violations function enables the manager to view and input/edit the

MLC notes.

Figure 5-16 - Editing ILO Violation

To edit, click the Edit button and enter the Notes in Notes window and then click Save to

update.

44 Roster Daily

View Changes Required

The View Changes Required function lists all changes requested by crew through the

T&A Terminal and this function is accessible by Manager only. The change request is

generated when the crew presses the “Changes Required” during Clock-In/Out at the

T&A Terminal and crew member are to discuss the changes require with their respective

manager. It displays the daily/weekly or both daily/weekly request depending on the

value defined in Parameter “Approved Weekly Hours” and/or Parameter “Approve

Daily Worked Hours Clock-In/Out”.

The function is accessed by clicking the View Changes Required button at the ribbon

bar. Information displays on this screen is a view only. If change is necessary, the

manager may edit the schedule using Editing Clock-In/Out Time or Manual Clock

In/Clock Out function.

Figure 5-17 - View Clock-In/Out

Reset Pincode

See section Reset Pincode in Time Approval Method.

Batch Clock-In/Out The Batch Clock-In/Out function allows the Manager to perform a batch clock-in/out for

the crew on a selected task such as fire or emergency drill, based on the parameter set in

Enable Batch ClockIn/Out. Usage of this function is permissible to a user with security

access right ‘#4686 - Batch Clock-In/Out’. The posting of batch clock-in/out is only

allowed to current system date and task past the server time.

Figure 5-18 - Batch Clock-in/Out Function

Roster Daily 45

1. At the main screen, navigate to Schedule tab and click the Batch Clock-In/Out

button from the ribbon bar.

2. At the Batch Change Task Clock-In/Out window, select the Department and

Position from the drop-down list, and then click Search.

Figure 5-19 - Batch Clock-In/Out

3. At the Select Crew Members, a list of crew matching the selection is shown. Select

the names and click the double right arrow.

4. Select the New Task Code, Batch Clock-In/Out Data and Time range from the drop-

down list.

5. Click OK to post the clock-in/out.

Below are the process performed automatically by the system for the batch clock in/out.

For crews whose last transaction was a clock-in, the system performs a:

i. clock-out with the task code that corresponds with the previous clock-in

ii. clock-in with the specified task code

iii. clock-out with the specified task code

iv. clock-in with the task code that corresponds with (i) and the time is 1 minute

after the batch clock out time.

For crews whose last transaction was a clock-out, the system performs a

i. clock-in with the specified task code

ii. clock-out with the specified task code

46 Roster Daily

Manual Clock In/Clock Out A Manual clock-in/out can be entered In Clock In/Out mode. This function is accessed

through Roster Daily, Crew Members screen, Location (View All) section.

1. Click New at the Location (View All) section.

2. At the Add Record screen, select the Time, Clock-In/Out and Roster Task from the

drop-down list, and then click Save. The manually added Clock-In/Out time are

classified as “M” type.

3. The system prompts a warning message when a manual clock-in/out is entered. The

warning message defers, depending on the previous activity log. The system does

not prevent an entry from being inserted or overrides the previous entry. We

strongly recommend that you read the warning prompt before click the OK button.

Crew Overview 47

6 Crew Overview

The Crew Overview screen displays the crew member’s information, messages for the

crew and also the crew roster schedule.

6.1. Time Approval Method

Figure 6-1 - Crew Overview in Time Approval Method

Crew Members

1. In the Crew Members Overview panel, select the Sub-Location, Year and Month

then click Search.

2. In the Crew Members section, select the crew to display.

3. Enter either the crew Last name or external ID in the Search field to narrow down

the search.

Roster Schedule

The Roster Schedule displays the crew monthly roster which enables schedules to be

Approve or Unapproved. Creating and modifying the schedule is allowed in this

function.

48 Crew Overview

Figure 6-2 - Roster Schedule in Time Approval Method

Below table describes the field available in the Crew Overview, Roster Schedule.

Table 6-1 - Roster Schedule Field Description

Column Name Description

Date Schedule Date

Crew Approved Schedules approved by Crew at T&A Terminal

Mgr Approved Schedule approved by Manager

MLC Violation Hours Worked (MLC). The label is configurable

in Administration module, System Setup,

Labels Setup, TATE17.

ILO Violation The default label is ILO. The label is configurable

in Administration, System Setup, Labels Setup,

TATE17.

Non-complaint Reason Approval reason for non-compliant schedule.

Off Day Reason Approval reason for zero hours schedule.

Hrs Worked (ILO) Total hours scheduled per day. The column is

highlighted if the total hours scheduled exceeds

the value set in Parameter, “Time Attendance”,

ILO Maximum Work Hours in 24-hour period”.

Hrs Worked (OT) Total hours scheduled for work codes that are

flagged with “Include into Working hours”.

Rest Hour Block 1 The biggest rest hour block. The column is

highlighted as a violation if the total rest hour

block is less than the value set in Parameter, “ILO

Minimum Block Rest Hours in 24-hour period”.

Available in Time Approval Mode.

Rest Hour Block 2 The second biggest rest hour block. The column

is highlighted as a violation if the total rest hours

per day is less than the value set in Parameter,

“ILO Minimum Block Rest Hours in 24-hour

period”.

Available in Time Approval Mode.

Crew Overview 49

Column Name Description

Paid In Time Approval mode, this is column is called

Contracted. It indicates whether the worked

hours have been paid in Payroll.

Creating roster schedule

1. Repeat steps in Searching for Crew Members.

2. At the Roster Schedule section, double-click the blank field to open the Time Slot

window.

3. Check a new Time Slot check box and select a Roster Task and then enter all

necessary for that time slot.

4. Click Save to save the information and then Close to exit the window. This adds the

record to the Roster Schedule section.

Messages

The Messages section displays all the crew messages whether it is read or unread. By

default, deleted message are excluded from the list. Removing the filter located at the

bottom of the Messages will show the deleted messages.

The messages are classified as follows; I – Individual Message / B – Broadcast Message

Figure 6-3 - Crew Messages

Creating a Message

1. At the Message section of the Crew Overview, click New. Alternatively, navigate to

the Message tab and then select New from the ribbon bar.

2. Enter the Subject, Priority Level and content of the message.

3. Click Send to send the message.

50 Crew Overview

4. Click the Delete button to delete the selected message. Deleting messages created by

other users is not allowed, and deletion is only allowed if you are granted with

security rights #4472.

Figure 6-4 - New Crew Message

Creating a Broadcast Message

1. At the Message tab on the ribbon bar, select Broadcast.

2. Click the “+” sign at the Message To field to expand the Crew selection.

Figure 6-5 - New Broadcast Message

Crew Overview 51

Figure 6-6 - Broadcast Message Criteria Selection

3. Select the Department, Position, Embark Date and other required information from

the drop-down list, and then click Search.

4. Crew matching the criteria is listed in the Select Crew Members section. Select the

crew name(s) and then click the right arrow.

5. Click OK to close the screen and return to the New Message window.

6. At the New Message window, select a Preset message if any, then enter the Subject

Line and message content.

7. Click Send to broadcast the message. The messages will prompt when the Recipient

login to the T&A Terminal.

Recalling Broadcast Message

A message recall can be performed in the event when the message was sent accidentally.

However, you can not recall a message once they are read.

52 Crew Overview

Figure 6-7 - Message Recall window

1. Click the Recall button at the ribbon bar.

2. At the Recall Message window, select the Message Created By, Message Type and

Message Create Date From/To from the drop-down list, and then click Search.

3. Select the message(s) to recall and then click the Recall button.

4. At the confirmation prompt, click Yes to confirm the message recall.

6.2. Clock In/Out Method

Crew Members

Figure 6-8 - Crew Overview in Clock-In/Out Method

Crew Overview 53

Searching for Crew Members

1. In the Crew Members Overview panel, select the Sub-Location, Year and Month

then click Search.

2. In the Crew Members section, select the Status to display from the drop-down list.

3. Enter either the crew last name or external ID in the Search field to narrow down the

search.

Roster Schedule

The Roster Schedule function in Clock-In/Out mode is relatively similar to the Time

Approval Method and has lesser fields being shown. See Table 6-1 - Roster Schedule

Field Description for more information.

Figure 6-9 - Roster Schedule in Clock-In/Out Method

Creating roster schedule

1. Repeat steps in Searching for Crew Members.

2. Select the Crew Name from the Crew Members section.

3. Click the View Clock In/Out button at the Schedule tab to open the Actual Clock-

In/Out Transactions window. See Figure 5-15 - Actual Clock-In/Out Transaction

window.

4. Select Add Record and then enter all the information in the Add Record window.

5. Click Save to save the information and then Close to exit the window. This adds the

record to the Roster Schedule section.

Messages

The Messages function is exactly the same as the Time Approval Method. See chapter

Messages in Crew Overview

54 Find Resources

7 Find Resources

This function list the crew resources based on the selection filter.

Figure 7-1 - Find Resources

1. At the Home tab ribbon bar, click Find Resources.

2. Select the Gender, Location, Position and the Date/Time Range Availability from

the drop-down list, and then click Search.

3. Results shown in the grid are non-violating ILO hours. Select the name of the crew

from the result grid and then click the Add Time Slot. Note that you are only

allowed to add time slot to the crew that has a schedule created.

4. At the Resource – Add Time Slot window, select the Roster Task from the drop-

down list and then click OK to add.

Time Zone Change 55

8 Time Zone Change

The Ship’s clock is reset, either forward or backward when they travel across different

time zones in between ports. Hence, the time zone change must be setup in order to

calculate the crew work hours accurately and also to ensure the work hours is compliant

to ILO regulations. These time zones are setup in the Administration module.

1. Login to Administration module, System Setup, Timezone Change Setup.

2. At the Timezone Change Setup window, right-click and select Add New.

3. Enter the Date, Time, Hours Zone and Remarks in the respective field, and then

click OK to save.

4. Total worked hours will be recalculated for rosters that fall within time zone change

automatically when you navigate between screens.

With the time zone setup, work hours are recalculated to reflect the difference in T&A

module when the Roster Daily has start/end time falls between the time zone changes.

For example, on 13th October at 02:00 hours, the time zone changed and crew worked

from 00:00 to 06:00 hours. Therefore the total worked hours shown is 8 hours.

Figure 8-1 - Time Zone Change

Above screen shows a scheduled time that fall on a time zone change.

56 Time Zone Change

Figure 8-2 - Recalculated Daily Hours in Time Zone Change for Schedule Mode

The above screen shows recalculated “Daily Hours” of schedule that fall on a changed

time zone.

At the T&A Terminal, the total hours calculated under the Approved Worked hours

screen reflect an 8 hours work.

OHC TimeAttendanceCalc 57

9 OHC TimeAttendanceCalc

An interface was created to facilitate the calculation of total worked/rest hours separately

from T&A Terminal. This interface launches and run in the background.

The recurring calculation process by X minutes is based on the value entered in

Parameter, “IFC Time AttendanceCalc process every X minutes” and does not trigger a

recalculation process until the earlier calculation completes. At the end of the process,

the system save the log file to C:\Users\Public\Documents\Oracle Hospitality Cruise\IFCTimeAttendanceCalc_yyyymmdd.txt.